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Meeting bot

Paste a meeting link to have VoiceCap's bot join and record a live Zoom, Google Meet, Teams, or Webex call.

Add VoiceCap's bot to a live call instead of uploading a recording afterward. Paste the meeting link, and the bot joins on its own. The transcript and summary land in VoiceCap once the call ends.

Adding the bot to a call

  1. Click New Meeting at the top of the sidebar. A menu opens with the cursor in the meeting link field.
  2. Paste the meeting link. Google Meet, Zoom, Microsoft Teams, and Webex links are all supported.
  3. Press Enter or click Join now. The bot joins right away, and the meeting's page opens.

To name the meeting or have the bot join later, choose Schedule a notetaker for later in the same menu. It opens the AI Notetaker tab of the New Meeting page:

  1. Paste the meeting link, and enter a Meeting name if you want one.
  2. Choose Now to have the bot join immediately, or Schedule for later and pick a date and time.
  3. Click Add AI Notetaker (or Schedule AI Notetaker for a scheduled join).

A Free or Pro organization needs minutes left before a bot is sent. With none left, adding the bot is refused and the message says why. On Pro:

You have reached your transcription limit. Please upgrade your plan to continue uploading.

On Free, the message names the one-time 300 minute allowance instead. Business has no minute limit, so the check never blocks it. See Plans.

The bot leaves on its own when everyone else has left the call. If the only participants still there are other notetakers, it leaves a few minutes after the last person does.

To take the bot out of a call before it ends, open Calendar in the sidebar and click Stop recording next to the call under Notetaker in a call. What it recorded up to then is kept. See Calendar sync.

What other participants see

The bot appears in the participant list as VoiceCap Notetaker. On Zoom, Google Meet, and Microsoft Teams (not Webex), it posts a chat message to everyone as soon as it joins, naming the person it records for:

This call is being recorded by VoiceCap for Tom Jones. The summary will be sent to attendees.

The name is the one on that person's VoiceCap account. The second sentence only appears when your organization's participant emails go to All participants; with Internal participants only or No one, the message stops after the name. An account with no name gets "This call is being recorded by VoiceCap." instead. On Google Meet, the message is also pinned. See Organization settings for participant emails.

The message is fixed when the bot is added or scheduled. Changing the participant email setting, or a single meeting's emails, afterwards doesn't change it for a bot that's already on its way or in the call.

Its video tile shows the VoiceCap mark with "Capture your own meetings" and voicecap.ai, so guests on the call can see where the notes are coming from.

If more than one person at your org is invited

If several people in your organization are invited to the same meeting through calendar sync, only one bot joins it, not one per person. See Calendar sync.

When the bot can't join

A call the bot never joins, or joins but never records, ends with the meeting marked Failed. The usual causes sit on the meeting platform's side, not VoiceCap's:

  • The bot was left waiting in the waiting room until it gave up, or the host removed it from the waiting room.
  • The host didn't grant the platform's recording permission before the bot's request timed out.
  • The host locked the meeting before the bot arrived.
  • The meeting link was already invalid, or the meeting had already ended.

If your organization uses a waiting room, or requires host approval to record, be ready to let the bot in and grant recording permission when it asks. VoiceCap doesn't currently show which of these caused a particular failure. The meeting shows Failed with no further detail. Adding the bot again is usually enough; if the same link keeps failing, contact support at support@voicecap.ai.

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